Introduction
In professional communication, delivering unfavorable news requires clarity, sensitivity, and a respectful tone. The phrase “I regret to inform you” is commonly used in formal emails, letters, and official announcements, but repeating it too often can sound stiff, impersonal, or overly blunt.
Using thoughtful alternatives allows you to soften the message while maintaining professionalism and credibility. Whether you’re communicating a rejection, delay, policy change, or unfortunate update, choosing the right phrasing helps preserve goodwill and demonstrates emotional intelligence.
This article presents 35+ formal synonyms for “I regret to inform you,” each explained with meaning, tone, example sentence, and why it works, enabling you to communicate difficult information with tact, empathy, and professionalism in any formal or business setting.
What Does “I Regret to Inform You” Mean?
“I regret to inform you” is a formal phrase used to introduce disappointing, negative, or unwelcome information in a polite and respectful manner.
Tone: Formal, serious
Typical use: Rejections, policy updates, delays, official notices
When Should You Use Formal Alternatives?
- Business and corporate emails
- HR communications
- Academic or institutional correspondence
- Customer service responses
- Legal or official notices
Is It Polite and Professional?
Yes, but alternatives often sound more human, empathetic, and considerate—especially in modern professional communication.
35+ Formal Synonyms for “I Regret to Inform You”
1. We regret to advise
Meaning: Formal notification of negative news
Tone: Very formal
Example: We regret to advise that your application was unsuccessful.
Why it works: Common in official correspondence.
2. We regret to notify you
Meaning: Formal announcement of an unfavorable update
Tone: Formal
Example: We regret to notify you of a scheduling change.
Why it works: Clear and professional.
3. It is with regret that we inform you
Meaning: Polite introduction to bad news
Tone: Formal, respectful
Example: It is with regret that we inform you of the cancellation.
Why it works: Softens the message.
4. We are sorry to inform you
Meaning: Expression of apology before bad news
Tone: Professional, empathetic
Example: We are sorry to inform you that the position has been filled.
Why it works: Adds empathy.
5. We regret to share
Meaning: Polite way to convey disappointing news
Tone: Formal
Example: We regret to share that the deadline has passed.
Why it works: Less rigid than traditional phrasing.
6. We regret to announce
Meaning: Formal declaration of unfortunate news
Tone: Formal
Example: We regret to announce the postponement of the event.
Why it works: Appropriate for announcements.
7. Unfortunately, we must inform you
Meaning: Direct but polite introduction
Tone: Professional
Example: Unfortunately, we must inform you of a delay.
Why it works: Honest and clear.
8. We regret to confirm
Meaning: Formal confirmation of negative information
Tone: Formal
Example: We regret to confirm that your request cannot be approved.
Why it works: Clear and authoritative.
9. It is with sincere regret that
Meaning: Emphasizes empathy
Tone: Very formal
Example: It is with sincere regret that we must decline your request.
Why it works: Expresses seriousness and care.
10. We are disappointed to inform you
Meaning: Acknowledges shared disappointment
Tone: Professional
Example: We are disappointed to inform you that the program has ended.
Why it works: Human and empathetic.
11. We regret having to inform you
Meaning: Polite acknowledgment of obligation
Tone: Formal
Example: We regret having to inform you of this outcome.
Why it works: Shows reluctance.
12. Please accept our apologies as we inform you
Meaning: Apologetic introduction
Tone: Formal, courteous
Example: Please accept our apologies as we inform you of the delay.
Why it works: Very polite.
13. We regret to state
Meaning: Formal declaration
Tone: Formal
Example: We regret to state that your request was denied.
Why it works: Concise and official.
14. It is with regret that we must advise
Meaning: Professional expression of bad news
Tone: Formal
Example: It is with regret that we must advise you of this decision.
Why it works: Appropriate for legal or HR contexts.
15. We regret to inform you at this time
Meaning: Time-specific unfavorable update
Tone: Formal
Example: We regret to inform you at this time that approval is not possible.
Why it works: Sounds measured and careful.
16. With regret, we must notify you
Meaning: Polite notice of negative outcome
Tone: Formal
Example: With regret, we must notify you of the change.
Why it works: Smooth and professional.
17. We regret that we must inform you
Meaning: Formal acknowledgment of bad news
Tone: Formal
Example: We regret that we must inform you of the decision.
Why it works: Balanced and respectful.
18. We regret to advise you accordingly
Meaning: Formal advisory tone
Tone: Very formal
Example: We regret to advise you accordingly regarding your request.
Why it works: Suitable for official notices.
19. We regret to bring to your attention
Meaning: Formal introduction of an issue
Tone: Professional
Example: We regret to bring to your attention the following matter.
Why it works: Polite and official.
20. We regret to convey
Meaning: Polite delivery of information
Tone: Formal
Example: We regret to convey that your submission was late.
Why it works: Clear and professional.
21. It is unfortunate, but we must inform you
Meaning: Honest yet courteous
Tone: Professional
Example: It is unfortunate, but we must inform you of this outcome.
Why it works: Transparent and respectful.
22. We regret to inform you of this decision
Meaning: Formal decision announcement
Tone: Formal
Example: We regret to inform you of this decision following review.
Why it works: Appropriate for official decisions.
23. We regret to notify you accordingly
Meaning: Procedural notification
Tone: Very formal
Example: We regret to notify you accordingly under company policy.
Why it works: Policy-aligned tone.
24. It is with deep regret that
Meaning: Emphasizes seriousness
Tone: Very formal
Example: It is with deep regret that we must cancel the program.
Why it works: Expresses gravity.
25. We regret that we are unable to
Meaning: Polite refusal
Tone: Professional
Example: We regret that we are unable to accommodate your request.
Why it works: Gentle rejection.
26. We regret to inform you of an unfavorable outcome
Meaning: Neutral phrasing
Tone: Formal
Example: We regret to inform you of an unfavorable outcome.
Why it works: Objective and professional.
27. Regrettably, we must inform you
Meaning: Formal acknowledgment
Tone: Professional
Example: Regrettably, we must inform you of the delay.
Why it works: Concise and polished.
28. We regret to inform you following review
Meaning: Decision after evaluation
Tone: Formal
Example: We regret to inform you following review of your application.
Why it works: Sounds fair and procedural.
29. We regret to advise you of the outcome
Meaning: Formal conclusion
Tone: Formal
Example: We regret to advise you of the outcome of your request.
Why it works: Clear and official.
30. We regret to inform you that we cannot proceed
Meaning: Professional refusal
Tone: Formal
Example: We regret to inform you that we cannot proceed at this time.
Why it works: Direct but respectful.
31. It is with regret that we must decline
Meaning: Polite rejection
Tone: Formal
Example: It is with regret that we must decline your proposal.
Why it works: Courteous and firm.
32. We regret to advise of this development
Meaning: Notification of change
Tone: Formal
Example: We regret to advise of this development in the process.
Why it works: Suitable for updates.
33. We regret to inform you of this matter
Meaning: General formal notice
Tone: Professional
Example: We regret to inform you of this matter effective immediately.
Why it works: Broad and professional.
34. We regret to inform you under these circumstances
Meaning: Context-sensitive notice
Tone: Formal
Example: We regret to inform you under these circumstances.
Why it works: Adds situational awareness.
35. We regret to inform you after careful consideration
Meaning: Decision after review
Tone: Formal
Example: We regret to inform you after careful consideration.
Why it works: Shows due diligence.
Conclusion
Delivering bad news is never easy, but the right language makes a meaningful difference. These 35+ formal synonyms for “I regret to inform you” help you communicate unfavorable information with professionalism, empathy, and clarity. Whether you’re handling HR decisions, client updates, or official notices, choosing thoughtful phrasing preserves respect and trust. By varying your language, you ensure your message remains polished, considerate, and appropriate for any formal setting.
